Use employee self-setup for QuickBooks Desktop Payroll Enhanced

Learn how to invite your employees to enter their personal info for payroll.

When you hire a new team member, we know it can be a hassle to gather all the necessary documents to set them up for payroll.  You can save time by inviting your employees to enter some of their personal info online.  You’ll enter the employee’s basic info and they’ll get an email invite to enter the rest.  

This is only available in QuickBooks Desktop Payroll Enhanced. 

Here’s how to invite your employees to self-setup, then review their info and send reminders or complete the setup yourself if needed. 

Step 1: Invite your employee

You’ll invite your employees to the QuickBooks Workforce self-setup portal through the Payroll Setup Wizard in QuickBooks.  

1. Sign in to your QuickBooks Desktop file as the Primary Administrator.
2. Select Employees, then select Payroll Setup. 
3. Select Employees. 
4. Select Invite employee to self-setup. If the Invite employee to self-setup is grayed out, exit Payroll Setup.
   1. Go to Company, then My Company.
   2. Select Sign in, and sign in with your Intuit Account info.
5. Fill in each of the fields on the Employee details window. 
6. Select Next. 
7. Fill in your employee’s pay details, and any time off, benefits or deductions if needed. Then select Next. 
8. Review the info for accuracy, then select Done twice.
9. Repeat the above steps for each employee you want to invite.

Your employees will get an email inviting them to enter:

• Birthdate
• Home address
• Phone number
• Social Security Number
• Tax withholding info (W-4)
• Bank account info if they want to use direct deposit

Step 2: View your employee’s self-setup status

In the Payroll Setup Wizard, you can track which of your team members have completed their setup, which may need a nudge, or select other actions.

1.  Sign in to your QuickBooks Desktop file as the Primary Administrator.
2. Select Employees, then select Payroll Setup. 
3. Select Employees.

Review the status for each employee in the Setup Status column.

Invite your employees to QuickBooks Workforce

QuickBooks Workforce is a free and quick way for your employees to have access to their pay stubs any time they need. Each time you run payroll, they’ll get an email letting them know their pay stubs are available to view and print. 

Invite your employees to QuickBooks Workforce where they can see their hours, pay stubs, and total earnings safely online.